Maricopa Community Colleges

Public Stewardship

Admissions/Records (Long)

 

NO.   RECORD SERIES
YR.
 REMARKS
1 Data entry documents used only as a source for entering data into an automated system (i.e., applications for admission, name changes, address changes, registration transaction forms etc.)
-
 After verification of data entered
2 Student records (academic file) (paper and/or electronic media) including admissions application; immunization; name changes; grade changes; student data changes; academic transcript (current); registration; degree check; transcripts from other institutions; evaluation of prior training; military discharge; other evaluation or comment; class changes, registration transactions; advance placement records; credit by exam; out of county affidavits, domicile affidavits (residency records); International student records include, in addition to above, I20 immigration form; financial guaranty; TOEFL scores; student academic progress; student status
3
 After academic year of last attendance (this meets the requirements for FFEL 34 CFR 668.24)
3 Veterans (GI Bill) student records including in addition to the above, VA application; certifications; status changes; degree plans; work sheets
3
 After years of last attendance
4 Permanent record including academic transcript; graduation documents; admission application
Perm
 Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards
5 Catalog (single record copy)
Perm
 Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards
6 Class schedules
2
 After end of semester
7 Class lists
1
 After academic year created
8 Class rosters
1
 After fiscal year created
9 45 day census
 
  a. Paper copies
1
 After academic year created
  b. and/or Microfiche (COM) copies
5
 After academic year created
  c. and/or Electronic (computer) record
3
 After academic year created (if no microfiche copy, retain for 5 years)
10 Final grade rosters
 
  a. "Official" copy
Perm
 Preserve pursuant to ARS §39.101, Permanent Records Media and Storage Standards
  b. Any other copies if they exist
3
 After prepared
11 Additional census reports
3
 After fiscal year created
12 Non-enrollment applicant records including applications, test scores and other supporting documents
1sem
 After created or received
13 Athletic eligibility records
3
 After last semester attended
14 Credit/no credit approvals
1
 After input to student record
15 Unclaimed diplomas
1
 After attempted student contact
16 Graduation program records
1
 After prepared or received
17 Deferred registration
-
 After satisfied
18 Honors list
1sem
 After created
19 State aid requests
3
 After fiscal year created
20 Equilization aid requests
3
 After fiscal year created
21 Request for additional capital outlay appropriation
3
 After fiscal year created
22 Final state aid report
3
 After fiscal year created
23 Enrollment analysis report
3
 After fiscal year created
24 Master schedule of classes
3
 After fiscal year created
25 Transcript requests
1mo
 After request filled
26 Enrollment verifications
-
 After issued
27 Student class audit reports
2
 After fiscal year created
28 Student academic progress reports
3
 After fiscal year created